Human Resources Division

Contract Research Staff: Frequently Asked Questions

Will I be fully inducted at the start of my employment?

Your Principal Investigator and/or local administrator is responsible for ensuring that you receive a comprehensive induction programme on commencement of your employment. A full induction checklist is available to users on the University network. Additionally, your Principal Investigator should brief you on any project-specific arrangements e.g. progress reporting, availability of funds to attend conferences etc. He/she should also advise you of mentoring arrangements, appraisal, training and development opportunities available to you during your employment, and should encourage you to consider your long term career ambitions and support you in your career development.

What is my annual leave entitlement?

You are entitled to 6.6 weeks (33 days) paid leave (pro-rata for part-time staff) plus public holidays during the academical year (1 October to 30 September), subject to the requirements of the research programme and any conditions laid down by the sponsor. Periods of University closure, other than public holidays, will be taken as part of your annual leave. Leave arrangements should be discussed with your supervisor and local administrator. Requests to take leave must be agreed by your Head of Institution and/or supervisor.

What are my maternity entitlements?

All female employees, irrespective of position or length of service, are entitled to a maximum of 52 weeks maternity leave, of which the first 18 weeks will be at the employee's normal rate of pay, followed by 21 weeks of, if entitled, Statutory Maternity Pay, with the remainder of the leave being unpaid.

Am I entitled to paternity leave?

Paid paternity leave of up to two weeks will normally be granted if the request is supported by your Head of Institution, and supervisor where appropriate.

What is my entitlement to parental leave?

For parents who have had a baby or adopted a child after 15 December 1999 and who have completed one year's service with the University, there is an entitlement to up to 13 weeks' unpaid leave per child until the child's fifth birthday, or fifth anniversary of adoption (or child's 18th birthday if sooner). Leave must be in blocks of one week with a maximum of 4 weeks in any one year.

Am I able to request compassionate leave?

Leave with full pay will normally be granted for an initial period if you are required to be absent from work due to the death or serious illness of a close relative, or for any similar reason.

Am I able to take time off to deal with family emergencies?

Employees have the right to take time off work to deal with an unexpected or sudden problem involving a dependant (partner, child, parent, other family member living with the employee or someone for whom the employee is primary carer). The leave may be paid or unpaid and will normally be no more than two days. Some situations may be covered by paid compassionate leave arrangements. Longer periods of absence would normally be negotiated using a combination of compassionate, annual and unpaid leave arrangements.

What is my entitlement to sick leave?

For staff with a continuous service date prior to 1 January 2004

If you have at least a year's length of service with the University then you may be granted sick leave at full pay for up to 6 months. For periods of absence longer than 6 months, sick leave may be extended for up to 3 months at a time, with the level of pay determined by the conditions laid down by the sponsor. If you are in your first year of employment with the University, payment of full sick pay beyond the first month is discretionary taking into account the circumstances of the case.

For staff with a continuous service date on or after 1 January 2004

Period of unbroken service from the date of appointment Period of leave of absence due to sickness for which you are contractually entitled to receive University sick pay *
At a rate equal to normal pay At a rate equal to half normal pay
Up to 1 year 8 weeks 8 weeks
Over 1 year and up to 3 years 12 weeks 12 weeks
Over 3 years and up to 5 years 20 weeks 20 weeks
Over 5 years 26 weeks 26 weeks

* Pay in excess of Statutory Sick Pay (SPP) will be subject to any conditions laid down by the sponsor.

How is my starting salary determined?

In determining the starting salary within the range of the grade of the post, consideration will be given to the successful candidate's current basic salary and to any rival offers (in writing) of employment. Some sponsors have further criteria for determining pay and these rules may be applied to staff employed under such funds.

How does my salary increase?

Salaries increase by annual increment until the maximum service-related point of the grade is reached. The incremental date is normally the anniversary of appointment. Annual pay awards agreed by the University are also payable, subject to any conditions imposed by the sponsor.

Is there any further pay discretion during my employment?

A scheme exists for the award of additional increments, on the basis of recognising outstanding work or the need to retain highly skilled individuals. Requests, made by the Head of Institution, are subject to approval by the HR Committee.

Is there any automatic promotion from one research grade to another?

No. Progression from one grade to another requires the positive recommendation from your Institution. Research Assistants, on gaining their PhD, are normally recommended for promotion to Research Associate if appropriate to the duties and responsibilities of the post. In the case of appointment and promotion to the grade of Senior Research Associate, the approval of the Faculty Board (or equivalent) is required.

Am I entitled to any overtime payments?

There is no entitlement to overtime payments.

Am I entitled to be paid for any additional work undertaken?

If you are asked to undertake work additional to your role either within the University or for a College e.g. administrative duties or teaching/demonstrating, you will normally be paid for the additional work at the appropriate rate of pay.

Am I entitled to be reimbursed for travel expenses?

If you incur travel and/or subsistence expenses in the course of work (not including travel to and from your home and your normal place of work) you may submit a claim for reimbursement at the University's agreed rates. Research grants usually contain an element to cover travel and other expenses so you should check with your grant holder, before incurring costs, that there are available resources to cover the costs.

What are my contractual hours per week?

The exact number of hours per week to be worked are not specified in contracts of employment. As a guideline, full-time hours should be in the region of 37 to 40 per week. Your hours of work and work pattern should be agreed between yourself and your supervisor and/or Head of Institution. Under the Working Time Regulations 1998 you can not be required to work more than 48 hours per week unless you sign an agreement to do so.

Can I request a change to my working hours?

The University operates a Flexible Working Policy. Any variation may be subject to approval by the sponsor and the General Board.

Is my appointment subject to a medical?

The categories of staff for whom appointment is conditional on the completion of a medical questionnaire and, if necessary, a satisfactory health check by the Occupational Health Service are:

  1. those whose work will involve contact with animals that might put them at risk of laboratory animal allergy;
  2. those whose work will involve handling carcinogens;
  3. those whose work will involve genetic modification;
  4. those whose work will involve exposure to lead;
  5. those whose work will involve exposure to radiation, classified workers and those engaged in Non-Magnetic Resonance (MRI) work;
  6. those who will work with human immuno-deficiency virus, hepatitis B and categories 3 and 4 pathogens;
  7. computer specialists working for prolonged periods on VDUs.

Is my post subject to a probationary period?

All new research staff commencing with the University on 1 January 2004 or later will be subject to a probationary period of normally six months.

Can I expect to be appraised?

Research staff should have an appraisal meeting with an appropriate appraiser, normally their supervisor, at least biennially.

Where can I find copies of the various policies/procedures relating to research staff?

The following policies, procedures and statements are enclosed with contracts of employment: discipline, grievance, bullying and harassment, misconduct in research, health and safety and data protection. The full list of policies, procedures and forms can been seen on-line.

Who do I turn to if I have a problem at work?

Your supervisor, local administrator or Head of Institution should be able to resolve most work-related problems that arise. You may also wish to speak to the relevant HR Consultant/HR Adviser or contact the Employee Assistance Officer, Staff Counsellor or the Occupational Health Service depending on the nature of the problem.

How much notice do I have to give if I wish to resign?

As notice periods have been amended over the past few years, please refer to your contract of employment to determine the notice period applicable to your appointment. The current notice periods are:

If you have less than 1 year's continuous service 4 weeks
If you have 1 year but less than 3 years' continuous service 8 weeks
If you have 3 years' or more continuous service 12 weeks

You should submit a written resignation to your Head of Institution, and forward a copy to the HR Division, The Old Schools.

How much notice am I entitled to receive if my post is terminated?

As notice periods have been amended over the past few years, please refer to your contract of employment to determine the minimum notice of termination of appointment. The current notice periods (except in cases of gross misconduct) are:

If you have less than 1 year's continuous service 4 weeks
If you have 1 year but less than 3 years' continuous service 8 weeks
If you have 3 years' or more continuous service 12 weeks

Am I entitled to a redundancy payment if my post is terminated?

A redundancy payment will be made if you have more than two years' continuous service with the University on the date of the expiry of your contract.

Is there the possibility of redeployment if my post is coming to an end?

You will be consulted by your supervisor and/or local administrator at least three or four months before the expiry date of your contract. If there is little or no likelihood of a renewal or extension of the project, you will be asked whether you wish assistance in seeking further employment with the University. If so, you are entitled to receive copies of the University's internal vacancy list and relevant vacancies in Reporter for up to 6 months after your employment terminates, and you will normally be interviewed for any internal post you apply for providing you possess the necessary qualifications, experience and skills for the post.